Administrative Specialist

Universities of Wisconsin•Madison, WI

13d•Onsite

About The Position

The Department of Bacteriology invites applications for Administrative Specialist. The person in this position will function under the general supervision of the Academic Department Manager, and will provide critical support in several department activities: engaging with campus, industry and alumni to promote the department and our activities via seminars, symposia, newsletters and other activities; providing organizational support by issuing and maintaining building access rights, supporting safety measures in labs, assisting with office set-up and moves; and facilitating faculty, staff and student awards by serving on committees, processing awards and managing expenditures. There will be opportunities to work on process improvement and to take on special assignments from the chair and supervisor. The individual in this position is expected to exercise significant independent initiative, use a high degree of judgment, and apply a high level of administrative, problem solving, and analytical abilities. This position supports department-wide systems, projects, and process development. Excellent time-management skills, demonstrated organizational skills, exemplary oral and written communication skills, and human relations skills are essential to this position.

Requirements

Professional administrative experience.
Experience using Microsoft Office Suite and Google Workspace tools used for creating, distributing and storing documents.
Demonstrated strength in verbal and written communication skills to a variety of audiences (e.g., professional emails, presentations, reports to internal and external audiences; responding to inquiries from colleagues or students; adjusting communication style as needed; attention to detail).
Ability to prioritize and complete concurrent projects amidst evolving priorities and needs encountered during the workday.

Nice To Haves

Experience with desktop publishing programs such as InDesign or Canva.
Experience interpreting and implementing policies/guidelines for an organization, work unit, team, etc.
Experience in budget management, financial tracking, fund reconciliation, and preparing financial reports.

Responsibilities

Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
Serves on committees and attends meetings, representing the interests of the unit or program
Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success